Travel Coordinator Resources

This section contains guides and information about coordinating travel for your lab. 



What is a Travel Coordinator?

Travel Coordinators support their lab, center, program, or office with their business travel needs. When it comes to Concur, the process differs slightly depending on whether you are supporting employees or non-employees.


Coordinating Travel for Employees

Employees can manage their business travel needs themselves, or receive assistance from Travel Coordinators who help them manage some or all aspects of their business travel.

Employees identify their Travel Coordinators as their Concur delegates so the Travel Coordinators can act on their behalf in Concur as needed by:

Once identified as a delegate, work on an employee’s behalf begins in Concur by first acting as their delegate and then requesting, booking, or expensing travel.

Employees must submit their own expense reports in Concur. While delegates can create expense reports on an employee’s behalf, they cannot submit expense reports for them.


Coordinating Travel for Non-Employees

There are two main types of non-employees who might travel on behalf of UCAR: V2 visitors and participants.

V2 Visitors

V2 visitors are appointed for limited periods of time to provide highly specialized expertise to foster collaborative relations between UCAR and universities, government agencies, and other public and private organizations. They are not on the UCAR payroll but may receive a temporary living per diem or travel reimbursement.

Participants

Participants are individuals who participate in conferences, workshops, colloquia, seminars, tutorials, etc. Please review the Non-Employee Travel Process.


A Note About Event Codes

In addition to maintaining participant profiles, Travel Coordinators can maintain event codes in the Visitor and Event application. Event codes are used to track expenses for an event across account keys. Check out the Event Codes guide for more details.